Administrative Assistant - Insurance

Our Company

At FirstBank Insurance Agency , we strive to be a trusted advisor to our clients and our employees are the ones that ensure we deliver on our promise of excellence in personalized customer service. Our Corporate Holding and affiliated Bank has more than 3,100 employees in Puerto Rico, the Virgin Islands and Florida share a passion for excellent customer service. We are proud of our team because they are continuously surpassing our client’s expectations.

Do you have a passion for helping customers, building relationships, and delivering extraordinary, personalized customer service? If your answer is yes, FirstBank is the number one place for you.

A Brief Overview

The Administrative Assistant provides administrative and operational support to the Department/Unit in line with established services and performance goals. Attends; controls and coordinates phone calls, visits, meetings, filing and incoming and outgoing mailing.

What You’ll Need to Succeed:

· Coordinates unit calendars, meetings and conference calls with internal and external clients as needed.

· Answers inquiries and transfers incoming calls, maintaining an appropriate service level.

· Keeps the clients or insurance company representatives informed about their inquiries and clarify any related doubts.

· Receives client’s inquiries such as investigations, claims, services, resolving or routing their petitions, and supporting the process.

· Attends visitors and other staff maintaining an appropriate service level.

· Creates spreadsheets; composes correspondence and documents using Microsoft Word, Excel and Power Point or equivalent applications.

· Coordinates the renewals process of all corporate insurance licenses in PR, USVI and Florida. Request new licenses and ensure all employees complies with continuing education and any other requirements imposed by the Insurance Commissioner Office

· Provides assistance and/or prepares reports, statistics, graphics, tables and presentations as requested.

· Prepares, proof and process travel and credit card expenditures.

· Establishes and keep records, organizes and administers file system.

· Disseminates information by phone call making, mail services, and electronic mailing, in compliance with the corporation guidelines and procedures.

· Liaison with the Vendor Management Unit for the management of contract established by the Agency with carriers, co-brokers, agencies and joint marketing agreements.

· Manages and maintains office supplies inventory, equipment, business forms, and other resources for the Department/Unit; also prepares purchase requisitions as needed.

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· Provides documents requested by federal and local regulatory agencies.

· Provides support to management in administrative duties such as, employee compliance with required training, and keeping updated employee related data in the information system.

· Interface with Information technology and building service and other departments, guaranteeing service order are placed and complete in a satisfactory manner.

· Handles all aspects of travel arrangements, including air, hotel and transportation reservation for visitors and office meetings.

· Assists management in general duties as requested.

· Develops and runs special projects requested by management.

· The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Specific vision abilities required by this job include close vision and distance vision. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand and walk. May be required to lift and move boxes or packages not exceeding 10 pounds in weight.

· Employees in this job work in an office environment with a comfortable room temperature, good lighting, and quiet conditions.

Minimum Requirements You’ll Need:

· Customer service: Responds promptly to customer needs and solicits customer feedback to improve service.

· Team Work: Contributes to building a positive team spirit.

· Ethics: Works with integrity and ethically.

· Quality: Looks for ways to improve and promote quality.

· Computer literate: Knowledge of Word, Excel and Power Point.

· Communication: Good verbal and written communication in both English and Spanish.

· A Bachelor’s Degree in Secretarial Sciences or Business Administration is required for this position. The incumbent must have from three to five year of experience on a similar position in an office environment.

FirstBank Insurance and FirstBank Puerto Rico are proud to be an Equal Employment Opportunity Employer and takes affirmative action to employ Women, Protected Veterans, People with Disabilities and Minorities regardless of gender identity, sexual orientation, and any other legally protected status.